Create and Pay Bills from Budgets

What this guide covers

This document explains how to move from a budget line item to a purchase order, convert that purchase order into a bill, and then send the bill to QuickBooks or mark it as paid. It also covers a faster shortcut method and how to review all purchase orders and bills across jobs.

Step 1: Open the Relevant Job

Go to the job that you want to work on.

When you are in the job, go to the Finance section.

Step 2: Review Budgets for the Job

In the Finance section, open Budgets. This is a list of all of the budgets from the proposal that get transferred into the budget area.

From here, select the budget items that you want to create a purchase order for.

Step 3: Create and Save the Purchase Order

Select where the purchase order is going to go to (the vendor or recipient).

Save the purchase order.

Once it is saved, you will see that the purchase order has been created. You can then go into your PO section.

Locate that same purchase order, go to the approval area, and approve it.

Step 4: Create a Bill from the Approved Purchase Order

Once the purchase order has been approved, it is ready to receive a bill. Select Create Bill from the purchase order.

Enter all the information from the vendor's bill and create the bill.

Once the bill has been created, you will find it inside the Bills section.

From there, if you have a QuickBooks integration, you can send this bill directly to QuickBooks from the options on the side, or simply mark it as paid.

Step 5: Use the Quicker Budget-to-Bill Shortcut

The other, quicker option is to start again from your Budget:

Select your budget items.

Choose Create Purchase Order.

Select where you want to send those items (the vendor) and then directly choose Create Bill without going through a separate PO approval step.

From there, once the bill has been created, you can proceed to manage it.

Go to the bill that has been created and again either send it to QuickBooks or mark it as paid.

Step 6: Review All Purchase Orders and Bills Across Jobs

Also note that it is a good habit to use the Job section overview. Here, you also have access to all Bills and POs in one area.

When you select this page, you will see all of the purchase orders that are associated with all jobs.

You will also see the same consolidated view for all bills.

It is very common to set your filtering to see only All Pending. These are all bills that either need to be sent to QuickBooks or still need to be paid.